Form Portal
Overview
The Form Portal is the user-facing interface for working with forms and checklists in Ambience. Unlike the Form Designer (which is for creating form templates), the Form Portal is where end-users interact with actual form instances in their day-to-day work.
Key Capabilities: - View and manage your current, submitted, and archived forms - Create new form instances from available templates - Complete and submit forms with validation - Track workflow-integrated forms through their lifecycle - Role-based organization and access control - Search and filter forms by name
[SCREENSHOT MARKER: form-portal-main-interface] Description: Show the complete Form Portal interface with both View and Create tabs visible, sidebar on left, form list in center, and preview pane on right. How to capture: Open Form Portal, ensure both tabs are visible at the top, show the three-panel layout.
Why Use the Form Portal?
The Form Portal provides a centralized workspace for all form-based interactions:
- Organized Access - All your forms in one place, organized by role and status
- Simple Workflow - Create, complete, and submit forms with a consistent interface
- Status Tracking - See which forms are current, submitted, or archived
- Workflow Integration - Forms automatically route through approval processes
- Search and Filter - Quickly find forms by name
- Role-Based - Only see forms you have permission to access
Getting Started
New to the Form Portal? Start here:
- Introduction - Understand what the Form Portal is and who should use it
- Quick Start Guide - Get up and running in 5 minutes
- Using the Form Portal - Learn the interface and features
Documentation Sections
For End Users
- Quick Start Guide - 5-minute introduction for new users
- Using the Form Portal - Complete user guide
- View Tab - Access your forms
- Create Tab - Start new forms
- Working with Forms - Fill out and submit forms
- Working with Checklists - Complete checklists
- Troubleshooting - Common issues and solutions
For Administrators
- Administration - Overview of administrative tasks
- Installation and Configuration - Deploy and configure the module
- Access Control - Manage permissions and roles
- REST API - API reference for integration
Reference
- Glossary - Definitions of key terms
Module Interfaces
| Interface | Description | Required Privilege |
|---|---|---|
| Form Portal | Access to Form Portal module | mod-form-portal |
| Form Portal | Access to form features | mod-form |
| Form Portal | Access to checklist features | mod-checklist |
Form Portal Interface
The Form Portal has a two-tab interface:
[SCREENSHOT MARKER: form-portal-tabs] Description: Show the two tabs (View and Create) at the top of the interface. How to capture: Capture just the tab bar showing both tabs clearly.
View Tab
Access your existing forms organized by status:
- My Forms - Your personal forms
- Current - Forms you’re working on
- Archived - Completed forms
- My Checklists - Your personal checklists
- Current - Checklists in progress
- Submitted - Completed checklists
- Archived - Historical checklists
- Role-based categories - Forms shared with your roles
[SCREENSHOT MARKER: view-tab-sidebar] Description: Show the View tab sidebar with categories expanded (My Forms, My Checklists, role groups). How to capture: In View tab, expand several categories to show the hierarchical organization.
Create Tab
Start new form instances from available templates:
- Owner - Forms you can create as owner
- Role-based categories - Forms available to your roles
- Form templates - Available templates for each role
- Checklist templates - Available checklist templates
[SCREENSHOT MARKER: create-tab-sidebar] Description: Show the Create tab sidebar with role categories and form templates. How to capture: In Create tab, select a role to show available templates.
Form Types
The Form Portal supports three types of forms:
| Icon | Type | Description |
|---|---|---|
| 🎹 Piano keyboard | Standard Form | Regular form without workflow integration |
| ⌨️ Keyboard | Workflow Form | Form integrated with a workflow process |
| 📋 Clipboard | Checklist | Task-based form with completion tracking |
[SCREENSHOT MARKER: form-type-icons] Description: Show examples of the three form type icons in a form list. How to capture: Show a list with different form types, ensure icons are clearly visible.
Form States
Forms progress through different states:
- Current - Forms in progress, can be edited
- Submitted - Forms completed and submitted, read-only
- Archived - Forms archived after retention period, historical records
Quick Actions
Common tasks in the Form Portal:
| Task | Location | Action |
|---|---|---|
| View current forms | View tab → My Forms → Current | Click to open |
| Create new form | Create tab → Select role → Pick template | Click “Create New Form” |
| Search for form | Search box at top of list | Type to filter |
| Submit form | Fill out form → Click Submit | Validates and submits |
| View submitted forms | View tab → My Forms → Submitted | Click to view |
Workflow Integration
Forms can be integrated with workflows for approval processes:
[SCREENSHOT MARKER: workflow-form-example] Description: Show a workflow form with workflow state information visible. How to capture: Open a workflow form that displays workflow state or history.
When you create a workflow form: 1. A workflow instance is created automatically 2. You fill out and submit the form 3. The form routes through the workflow process 4. You may receive notifications at different stages 5. The form may return to you for additional action
Search and Filter
Quickly find forms using the search feature:
[SCREENSHOT MARKER: search-functionality] Description: Show the search box with text entered and filtered results. How to capture: Type in search box, show how the list filters in real-time.
- Type any part of the form name
- Results filter in real-time
- Works across all form categories
- Case-insensitive search
Access Control
Forms are organized by roles and workgroups:
- Role-based access - See forms for roles you belong to
- Ownership - Always see forms you created
- Workgroup isolation - Only see forms in your workgroups
- Permission-based - Access controlled by privileges
Contact your administrator to request additional access.
Module Version: 1.0
Last Updated: 2026